TEI Board Conference Call: 8 October 2009
Chris Ruotolo
Certification of the meeting

The meeting was certified at ~14:00 UTC, with the following members present: Julia Flanders (JF), Daniel O'Donnell (DO), Veronika Lux (VL), Daniel Pitti (DP), Laurent Romary (LR), Chris Ruotolo (CR), Susan Schreibman (SS), and Christian Wittern (CW).

Approval of minutes

The minutes were approved.

Election issues

How many Council slots should be filled in this election? During the last conference call, it was suggested that we could elect five people, and then appoint one more for a special one-year appointment, which would then give us an equal number of vacant slots each year, instead of the current 6-4 imbalance. Peter Boot was approached as the appointee, but he wasn't interested. Consensus is to do business as usual in this election, and use the upcoming face-to-face meeting to discuss changes to the Council, including possible extension of the elected term to three years. Next year will be a transitional period. So, six members of the Council will be selected in the upcoming election. Voting will open sometime next week.

Affiliations

How should the TEI respond when other organizations approach us about affiliation (as opposed to sponsorship or membership)? Recent examples include Balisage, which has offered TEI members a conference discount in exchange for promotion via the website and the email list, and InfoTerm, a UNESCO-founded organization with a strong presence in the international community that has sought affiliation with the TEI. These requests are popping up more frequently, and could be politically useful for us. There are other groups that seem like natural affiliates for the TEI (e.g. CIDOC). Is there a standard affiliation status or mechanism? What would be the criteria to approve such a request? The work of the affiliate organization should be related to our work, and should be non-commercial. The potential negative impact of affiliation is low. What are the benefits -- just mutual publicity, or would other activities be possible? Extending membership benefits to affiliates probably isn't a good idea, and could be awkward financially. Affiliation could be nothing more than a goodwill arrangement -- a formal public acknowledgement of intent to collaborate. It's not a strong benefit, but that's no reason not to go ahead. Establishing affiliate relationships could help increase the TEI's visibility outside of our own organization. We should establish a way to handle these requests as they come in. DO will draft a proposal for responding to affiliation requests. In the meantime, Board members should consider what other organizations we might want to affiliate with.

Chair's Report (DO)

The credit card store is up and running. There were some minor bugs early on, but these have been resolved. Handling the bookkeeping is an ongoing isssue. Currently there are 55-60 registrants for conference and members meeting, and $2,500-$3,000 in registration fees have come in. One pre-conference workshop will likely be dropped due to low registration.

The TEI Tite bid process has gone to a third stage. Close analysis of the vendor proposals by the top two finalists revealed some weaknesses, so the vendors were asked to answer some additional questions. The process should be wrapped up soon, and a final vendor recommendation will be made. DO noted that more encoding projects seem to be interested in the TEI Tite benefit, including some (like the Library of Congress newspaper project) that are big enough to negotiate their own contracts.

Conference Report (DO)

The conference has met its sponsorship goal. The early registration period ends this Saturday. The pre-conference workshop on publishing has 10-15 registrants, and will go forward; the Philologic workshop has no registrants and will be cancelled. The Ontologies SIG is holding its own pre-conference workshop, and will have enough registrants to proceed. Although overall conference registration is slightly lower than normal, in general things are going well. Almost everyone who has registered has identified as a member or a subscriber, although this is not accurate in every case. In the future, we should follow up on this self-reporting and check registrants against the membership database. This check might reveal people who think they're members or subscribers but are not. DP and VL have talked about adding a membership identifier to the database that will make it easier to keep track of people. The credit card system also assigns its own identifiers; maybe the two systems can be integrated somehow.

Web Committee Report (CR)

CR and Shayne Brandon met with David Sewell to talk about the Council's proposal for Guidelines versioning through the TEI Vault. Shayne will grant David the necessary permissions on the TEI server to set up the Guidelines versioning. As for migrating legacy materials into the new Vault, Lou Burnard has volunteered to help with this work. A rough plan for the migration has been drafted.


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